Usage, analytics and audit

These reports show how your workspace uses Genie: what the AI models cost and who used them, how people rate the answers and what they could not find, and who changed what. Use them to keep spending under control, to see which documents to add or fix, and to answer an auditor's questions. Admins and Owners see the reports and the budgets of their workspace. System administrators see usage across every workspace, set every budget and read the platform audit log.

Usage and cost

The Usage & cost tab counts every call Genie makes to an AI model: answers and agent reasoning, understanding the question, conversation titles and follow-up suggestions, document summaries, tags and wiki pages, embeddings, reranking, image descriptions, long-term memory and speech to text. Unlike the other analytics tabs, it names people, because it is usage accounting, but only with their totals for the range. Which agents or knowledge bases a person used, and on which days, is never shown: the breakdowns by agent, knowledge base, model and day cover the whole workspace. Members must be able to trust that their usage is not watched.

To read it:

1. Open Settings → Analytics (in the Workspace group) and choose the Usage & cost tab.
2. Pick the date range at the top (From, To). It covers the last 30 days by default, and at most 180 days. Click Refresh to load the latest numbers.
3. Read the totals, the daily chart and the breakdowns described below.
4. To work on the numbers in Excel, click Export CSV.

Part of the tab	What it shows
Tokens	Input and output tokens in the range
Cost	The cost, per currency, at the prices a system administrator set in Model management. Calls of models without a price are not included, and the total says "at least"
Model calls	How many calls, and how many Genie had to estimate because the provider reported no token count
Speech transcribed	Minutes of voice input and audio or video documents
Tokens per day	A bar per day; hover a day for its tokens and cost
By person	Each person's total tokens and cost in the range, with their share. Nothing more per person
By agent, By knowledge base, By model, By purpose, By channel	Where the workspace's tokens and cost went, each with its share, for everyone together
Budgets for (this month)	The budgets that apply this month and how much of each is used, and for each member the budget that holds them and where it comes from (see Budgets)

Usage that belongs to no person appears as its own row, for example API keys (no person), IM users not linked to an account, Website widget visitors and Document processing. Questions asked in Teams or Zalo count for the person when their chat account is linked to their Genie account.

The CSV file follows the same rule. It is one table; the row_type column tells its two kinds of lines apart:

row_type	One line per	Filled in	Left empty
person_total	Person, channel and currency, for the whole range (from to to)	user_id, user, email, channel and the amounts	Workspace, agent, knowledge base, model, provider and purpose
daily	Day (from = to = the day), workspace, channel, agent, knowledge base, model, purpose and currency	Those columns, with names, and the amounts	user_id, user and email

Usage without a person (API keys, IM users not linked to an account, the widget, MCP, document processing) has one person_total line per channel. The amounts are calls, prompt_tokens, completion_tokens, cached_tokens, total_tokens, cost with currency (empty when the model has no price), unpriced_calls, estimated_calls and audio_seconds. In Excel, filter on row_type to see one kind at a time. The file holds up to 100 000 daily lines; narrow the range if you need more.

System administrators see the same report for every workspace: open Settings → Usage & cost (in the System administration group). Choose one workspace or All workspaces, tick Include the workspaces below it to add a workspace's child workspaces, pick a range of up to 366 days, and use Export CSV. The Default budget per member card shows the company's budget for each person, and the Workspaces table lists each workspace's use in the range and its budget against this month's use.

Screenshot coming soonUsage & cost: each person's totals, and tokens and cost by agent, knowledge base and model for the whole workspace, with this month's budgetswebsite-docs/public/screenshots/en/usage-cost.png

Usage & cost: each person's totals, and tokens and cost by agent, knowledge base and model for the whole workspace, with this month's budgets

Budgets

A budget is a monthly limit in tokens, in cost, or both. Budgets reset on the first day of each month; the tab shows the date (Budgets reset on …).

Budgets are set by the system administrators, once for the whole company, with an exception for one workspace or one person only where it is needed. Admins and Owners see the budgets of their workspace and how much is used, but cannot change them; the tab says Budgets are set by the system administrators. Ask a system administrator when a limit needs to change.

Budget	Where a system administrator sets it	What counts toward it
Workspace budget	System administration → Usage & cost, on the workspace's row	Everything the workspace uses: the web app, API keys, IM bots, the website widget, MCP clients and document processing
Default budget per member for the company	System administration → Usage & cost, Default budget per member	What each person asks in the web app or from a linked chat account, for every member of every workspace without a closer budget
Default budget per member for one workspace (an exception)	The workspace's Analytics → Usage & cost, Set an exception	The same, for that workspace's members: it replaces the company default there
A member's own budget	The workspace's Analytics → Usage & cost, Set budget on the member's row	What that member asks; it replaces both defaults for them

Each member is held by one member budget, the most specific one that is set: their own budget, else their workspace's default, else the company default. In the member table, the Budget column shows that budget and where it comes from: Own budget, Workspace default, Company default, or Exempt from the company default. The workspace budget applies on top: whichever runs out first stops the member.

To set the company's default budget per member (system administrators):

1. Open Settings → Usage & cost (in the System administration group).
2. On the Default budget per member card, click Set budget (or Edit).
3. Enter Tokens per month, Cost per month with its Currency, or both. For example, 2 000 000 tokens per person per month.
4. Tick Workspace admins and owners are not held by this default if the people who run each workspace should not be limited by it.
5. Click Save. To take it off, open it and click Remove budget.

To set a workspace budget (system administrators):

1. Open Settings → Usage & cost (in the System administration group).
2. In the Workspaces table, click Set budget (or Edit) on the workspace's row.
3. Enter Tokens per month, Cost per month with its Currency, or both. Leave a field empty for no limit of that kind.
4. Tick Workspace admins and owners can keep chatting after the budget is used up if admins should not be stopped.
5. Tick Also hold new document processing (uploads, re-parses, connector syncs) once the budget is used up if document processing should stop too.
6. Click Save. To take a budget off, open it and click Remove budget.

To make an exception for one workspace or one person (system administrators):

1. Switch to the workspace and open Settings → Analytics → Usage & cost. You need to be an Admin or Owner of the workspace to see its Analytics page.
2. For every member of this workspace: next to Default budget per member, click Set an exception (or Edit exception), enter the limits and click Save. Leave both limits empty to free this workspace's members from the company default. Remove budget brings the company default back.
3. For one person: find them in the member table and click Set budget on their row. For example, give Nam Vo in Sales a higher token limit during the quarterly price review. Leave both limits empty for no limit; Remove budget brings the defaults back.

What people see:

• At 80% of any budget that applies to them, a notice appears above the chat box with the date the budget resets. People can close it with Hide this notice; it comes back when the state changes.
• At 100%, new questions are refused with a message that says when they can ask again and that an administrator can raise the budget. In Teams, Zalo and other channels the bot sends that message as its reply, and API callers get an error. Answers already being written finish.
• Admins and Owners are held by budgets too, unless the workspace budget lets them keep chatting, or the company default leaves them out. That exception is for people only: API keys are always held.
• Document processing is not stopped unless the workspace budget holds it. Then new uploads, re-parses and syncs are marked failed with the reason, and can be re-parsed after the budget resets or is raised.
• A cost limit counts only calls of models priced in the budget's currency. Calls of models without a price count toward token limits only.
• If Genie cannot read the usage numbers for a moment, it lets the question through rather than stopping chat.

Budget changes are recorded: member budgets and a workspace's default in that workspace's audit log, workspace budgets and the company default in the system audit log.

Child workspaces

When workspaces are arranged as nested departments, a system administrator can let a parent workspace roll up the workspaces below it and use its budget as a cap for all of them. The parent's Analytics page then shows a Include the … workspace(s) below box next to the date range; ticked, every report, Usage & cost included, covers the child workspaces too: their counts, the reports their members sent, and, under Usage & cost, the totals of the people who used Genie there. A child workspace's Usage & cost tab lists the parent budget that caps it (Budget of and the parent's name). When that shared budget runs out, new questions stop in every workspace below the parent, even for admins who are exempt from their own workspace's budget. See System administration.

Answer analytics

The Analytics page tells you how answers land with people: how they rate them, where the knowledge falls short, and how much each knowledge base and agent is asked. Use it to decide which documents to add or update. Its tabs are Answer ratings, Reports from members, Knowledge gaps, Questions, Usage & cost and Routing.

To open it: Settings → Analytics. Pick the date range (From, To; the last 30 days by default, at most 180 days) and click Refresh.

What admins can see

People ask Genie sensitive things: their pay and bonus, how to evaluate a colleague or their own manager. They keep asking only if they trust that nobody reads along. So the Analytics page works like this:

• Answer ratings, Knowledge gaps and Questions are numbers only. They never show a question, an answer, a word taken from a message, or who asked, and they count by day, never by the time of a question.
• An admin reads a question and Genie's answer only when the member chose to send them. When rating an answer Not helpful, a member can tick Send this question and answer to the workspace admins so they can improve Genie. The box is unticked by default. These reports appear under Reports from members, without the member's name.
• The Routing tab follows the same rule: a question shows only when its member sent that answer to the admins.
• Usage & cost names people, because it is usage accounting. It shows how much each person used, never what they asked.

Ratings given before members could choose still count in the numbers, but the question, answer and comment copied into them have been erased for good.

Members read the same rules on their Profile page, under Privacy, and in the user guide's Privacy page. Tell them before they ask: people use Genie more when they know nobody reads along.

Answer ratings

People rate an answer Helpful or Not helpful in chat (see Ask Genie). With Not helpful they can pick reasons, Wrong, Outdated, Information not found, Incomplete or Other. The Answer ratings tab shows:

• Helpful, Not helpful, Satisfaction (helpful ratings out of all ratings) and Reports from members (how many ratings came with a report; click it to read them), and Ratings per day.
• By agent and By cited knowledge base. Answers that cited no document are counted under No document cited: often the most telling row, because Genie found nothing to quote.
• Why answers did not help: how often each reason was picked.

Reports from members

The Reports from members tab lists the answers members chose to send with their rating, newest first: the question, the start of Genie's answer, the reasons, the member's comment, the cited documents, the agent and the day. Who sent the report is not shown. Filter by rating, agent or knowledge base.

A member who changes their mind can untick the box: the report disappears from this tab, and its question, answer and comment are deleted. Deleting the conversation removes it too.

Knowledge gaps

The Knowledge gaps tab counts the answers that did not help, so the person who looks after the documents sees where knowledge is missing. An answer counts when:

Signal	Meaning
Nothing found	Genie found nothing relevant in the knowledge bases
Answer said not found	The answer itself said the information could not be found
Rated not helpful	Someone rated the answer Not helpful

The tab shows the Weak answers and People affected in the range, Reports from members among them, Weak answers per day, and two tables: By knowledge base searched and By agent. Each row gives the weak answers, the people, why the answers were weak (signals and reasons) and how many came with a report. Answers that searched no knowledge base are counted under No knowledge base searched.

The tab does not say what was asked. To see the questions behind the numbers, read the reports members sent (the Reports from members tile opens them, filtered to Not helpful).

For example, Minh Le, Contoso's IT admin, checks this tab every Monday. He sees 40 weak answers from the Human resources knowledge base, most with Nothing found, and three reports from members asking about the per diem for Da Nang trips. He passes them to Thu Hoang, who looks after the knowledge base, and she adds the travel allowance policy.

Questions

The Questions tab shows how much people ask and where the questions go: the number of Questions in the range against the period of the same length before (New this period, Rising, Falling or Steady), the People who asked, Questions per day, and two tables, By knowledge base searched and By agent, each with the questions, the trend and the people. A question counts once for each answer Genie gave.

Export

On Answer ratings, Reports from members, Knowledge gaps and Questions, click Export CSV to download the tab for the selected range. The file opens in Excel with Vietnamese text intact. Only Reports from members contains questions and answers; the other files are the same numbers as the tab, one line per day, knowledge base, agent or reason, with a section column to filter on. Usage & cost has its own export.

Routing

The Routing tab lists the turns Genie, the default assistant, probably sent to the wrong place: it had to look further, stopped at a limit, the answer was voted down, or the person asked again with an agent. Each entry shows where Genie went, what it used and the day, never who asked. A turn whose member did not send the answer to the admins shows as Private question: you can dismiss it once you have checked the route, but not file it. A question a member did send can be filed under the right source, and similar questions go there next time; personal data in it, such as names and phone numbers, is masked before it becomes an example that every member can read. Open routing review in Genie's Default assistant settings opens this tab too. See Review misrouted questions.

Audit log

The workspace audit log records who changed what in the workspace, and every time someone was refused access. Admins and Owners read it.

1. Open Settings → Members.
2. Click Audit log at the top of the page. The log opens in a panel, newest first.
3. Scroll down to load older events. Click a row to see its details: the people and items involved, and the raw details of the change.

The columns are Time, Actor (the person, or System for automatic jobs), Action, Target, Request and Outcome (Success or Denied). Repeated denials within a minute are merged into one row.

Area	Examples of what is recorded
Members and access	Member added, Member removed, Role changed, Member access end date changed, invitations sent, accepted, revoked or expired, Access denied, Member attributes changed
Agents	Agent created, Agent updated, Agent deleted, Agent shared, Who can use an agent changed, Default assistant settings changed, Code run in a conversation sandbox
Models and budgets	Model added, Model updated, Model deleted, Model credentials changed, Model price changed, Member budget set, Default member budget set
Data and channels	Database added, Database queried, Who may query a data source through Genie changed, IM channel created, Zalo OA authorized, Chat account linked, API key created, API key revoked
Privacy and data protection	Conversation retention changed, Expired conversations deleted, Conversations deleted permanently, Conversation shared, Question refused by the data policy
Security	Workspace IP allowlist changed, Blocked by the IP allowlist, Infected file rejected

To export the log:

1. In the audit log panel, pick a From and To date next to Export CSV, or leave them empty for everything.
2. Click Export CSV.

The CSV file also includes knowledge base activity, which the panel does not show: documents added, changed or deleted, approvals, sharing, document permissions and sensitivity changes in each knowledge base. One file holds up to 100 000 rows; narrow the dates for more. The panel has no search or filters: open the CSV in Excel to filter by action, person or date. Each export is itself recorded as Audit log exported.

Screenshot coming soonThe workspace audit log on the Members page, with the CSV exportwebsite-docs/public/screenshots/en/audit-log.png

The workspace audit log on the Members page, with the CSV export

System audit log

System administrators read the platform's own events, which no workspace log shows. Open Settings → Audit log (in the System administration group). It records, among others:

• sign-ins: Signed in, Sign-in failed, Sign-in locked after repeated failures, Signed out, password resets and two-step verification;
• users: created, imported from CSV, disabled, re-enabled or deleted, passwords and two-step verification reset by an administrator, system administrators granted or revoked;
• personal data: Personal data downloaded by the user, Personal data of a user exported, Conversations of a user erased (see Privacy and retention);
• platform settings: System setting changed (also for changes on Assistant & conversations, Web search, the fallback models and masking on Data protection, and Running code in every workspace on Sandbox), Workspace budget set, Company default budget per member set, Changed email settings, Sent a test email, sign-in method changes, IP allowlist changed, Model data policy changed, platform API keys.

The columns are Time, Actor, Event, Target and Result. Click a row for its details. Export CSV works as in the workspace log, with a From and To date.

Message management

Message search is set by the system administrator for every workspace: open Settings → Assistant & conversations (in the System administration group) and scroll to Message Management. Workspace admins no longer have a Message management page; a link to it opens Assistant & conversations for system administrators and tells anyone else to ask them.

• Enable Message Indexing: when on, new messages are indexed so that searching conversations finds them by meaning, not only by their exact words. This helps both the search box and Genie itself, when someone refers to something discussed in an earlier conversation. Each person only ever finds their own conversations.
• Embedding Model: the model used for this. Choose it with care: once messages have been indexed, the page no longer lets you change it.

Each change saves as soon as you make it and is written into every workspace, including workspaces created later, except a workspace listed under Workspaces with their own setting (see Assistant and conversations). How long conversations are kept is not set here: see Privacy and retention.

Good to know

• Analytics, Usage & cost and the audit log are for Admins and Owners. Members see only their own budget notice in chat.
• Reports read a limited amount of history at once to stay fast. When a range holds more, the page says so: narrow the range for the full picture.
• Deleting a conversation removes its ratings from the reports. Ratings stay in the workspace where the conversation happened, even for an agent shared from another workspace.
• Web searches are not model calls and are not counted in usage or cost.
• Genie keeps audit log entries for 90 days unless your Genie provider set another period. If you must keep them longer, export the CSV regularly.

Related pages

• Models and data protection: setting model prices
• Members and sign-in
• Privacy and retention
• System administration
• Ask Genie: how people rate answers